How 46timing handles personal data

Who is responsible for the data?

When you register for or take part in a race, the race organizer is the data controller. The organizer decides why participant data is needed, how the race is run, and which start lists and results are published.

ASAP Services AB operates 46timing and is the organizer's data processor for race data. The company is the data controller for direct enquiries to 46timing, technical operation, security and visitor analytics.

Information we process

The information used depends on what you do in the service:

• Registration: email address, name, gender, year of birth, club, optional federation ID and, for pairs events, your partner's name.
• Running the race: bib number, start group and start time, check-in, crossings and times, status, result, placing and any penalties.
• My pages and transfers: email address and the events needed to view, change or transfer a race place.
• Payment where an entry fee applies: amount, payment status, payment time and the provider's reference. 46timing does not receive or store card details.
• Organizer enquiries: organization, contact person, email, optional phone number, race details and message.
• Technical use: security and error logs, and the aggregated visitor analytics described below.

Information shown publicly

Start lists may show name, bib number, club, competition class, country, partner or team and planned start time. Results may also show crossings, finish time, status, placing and penalties. These pages can be read without an account.

Email address, exact year of birth, federation ID and payment details are not shown publicly.

Start lists and results do not expire automatically. They may remain as the race's historical record for as long as the organizer keeps the race published. Ask the organizer or 46timing for a correction or removal if something should not be shown.

You decide how much of your name is shown. On My pages you can choose your full name, your initials only, or no name at all, and the choice covers every entry of yours. Start number, class, time and position stay either way — they belong to the race's results.

The same publication may include participants under 18. The organizer is responsible for informing participants and guardians and for having an appropriate basis for publication.

Our legal bases

• Contract and steps before a contract: to accept a registration or enquiry, administer a race place and handle any payment.
• Legitimate interests: to time and document the race, publish start lists and results, protect the service and improve it using aggregated statistics.
• Consent: where a form expressly asks for your agreement. You can withdraw consent for future processing; this does not make earlier processing unlawful.
• Legal obligation: where payment or accounting records must be retained by law.

Who receives the information?

• The organizer and the officials or timekeepers who need the information to run the race.
• Visitors to public start lists, live pages and results pages, for the information listed above.
• Providers for hosting, storage, email, payment and visitor analytics, only to the extent the service requires.
• We do not sell personal data or use participant data for targeted advertising.

Email

46timing sends links to verify a registration and sign in, registration and payment confirmations, and notices about transferred race places. We also send optional guardian questions about how a minor's name is shown and notices when a published placing changes. Those two kinds can be stopped and resumed from the link in the message; sign-in, security, registration, transfer, complaint and cancellation messages still arrive. Organizer enquiries are also sent to 46timing and answered by email. We do not send marketing to participants without a separate choice.

Visitor analytics

We use Plausible Analytics for aggregated statistics about pages visited, referrers, browser, operating system, device and approximate location. Plausible sets no cookies and stores neither raw IP addresses nor full User-Agent data. A daily visitor identifier cannot follow you from one day to another.

Camera-assisted timing

At a race using camera-assisted timing, timestamped pictures may be taken at a timing point. 46timing may store both a downscaled full frame and a more detailed bib crop. When an official confirms a bib, a labelled copy is also created linking the image to the participant, bib number and time.

A race may in addition photograph its entrants at two moments: one picture at check-in, as you collect your bib, and pictures or video of the whole start group just before the start. They are stored with the entry and used by the organizer to work out who is who when a bib has come off or cannot be read in a timing picture. They are never shown publicly, are not part of the results, and are not used for automatic facial recognition. Being photographed is voluntary — you can decline at check-in without it affecting your entry.

For entrants in a youth class, such pictures are only taken if a guardian has explicitly said yes. No answer counts as no. A guardian can withdraw their yes at any time, through the link in the mail or on their own pages.

These images are deleted automatically. The period is 30 days after the race's results become public, unless the organizer sets a shorter one, and the period that applies to a race is stated in that race's participant information before you register. A race that never publishes results has no such moment to count from, so its images are deleted 90 days after race day instead. Deletion removes the pictures; your time, result and placing are part of the race record and are kept.

If you dispute a result before that period runs out, the race's images are kept while the complaint is open, so there is still something to settle it from. That hold is bounded: a complaint with no activity for 14 days closes itself, and the deletion clock then resumes from where it stopped rather than starting again. You can dispute a result through your own pages or by telling the organizer, who records it on your behalf.

A race may keep its labelled bib images past that date, to be used as reference material for reading bib numbers. That is a deliberate choice for a particular race, not the normal setting, and a race doing it has to say so in its participant information. You can object to your own images being kept this way.

You can ask for your images to be deleted before the period ends. Write to us or to the organizer and name the race and your bib number.

Races broadcast live

Some organizers broadcast their race live. The broadcast is the organizer's own, on their own channel, and they decide what is filmed and what happens to the recording afterwards. If you take part in a race that is broadcast, you may be visible in it. A race that plans to broadcast says so before you register.

Where a race page shows the broadcast, we do not load the video until you press play: the page shows our own placeholder, and nothing is requested from YouTube or Vimeo before that. Once you press play, that platform receives your request and its own privacy policy applies. Watching a broadcast never requires an account with us.

How long information is kept

• Participant, timing and result data is kept while the organizer needs the race record. Published results currently have no automatic expiry.
• An unfinished paid registration expires after two hours. Payment status and references may be kept longer for reconciliation, support and legal obligations.
• Organizer enquiries are kept for as long as they are needed for the relationship. There is no automatic deletion period; you can ask for removal.
• If you stop optional emails, we keep a one-way identifier derived from the email address for as long as needed to respect that choice. The suppression list does not retain the email address itself.
• Plausible retains aggregated statistics. Its temporary visitor identifier changes every day.
• Camera images are deleted automatically 30 days after a race's results become public, or sooner where the organizer set a shorter period; 90 days after race day for a race that never publishes results. An open complaint about a result holds them until it is settled, and a complaint idle for 14 days closes itself. The one exception is a race that keeps its labelled bib images as reference material, which has to be stated in that race's participant information.

Your rights

Depending on the processing, you may have the right to:

• know which information is held about you and receive a copy,
• correct inaccurate or incomplete information,
• request deletion or restriction,
• object to processing based on legitimate interests,
• receive portable data and withdraw consent.

Write to registration@46timing.se and name the race and email address concerned. For race data, we will help route the request to the right organizer where needed.

You can also lodge a complaint with the Swedish Authority for Privacy Protection (IMY), Sweden's data-protection supervisory authority.

When this policy changes

We update this page when the service's processing changes. The date at the top identifies the version you are reading. Material changes affecting an active registration will also be communicated where they become relevant.